Process and Policy Reminders for EPAFs

Process and Policy Reminders for EPAFs See below for Process and Policy Reminders for you while posting EPAFs. These are reminders specific to other processes as they relate to EPAFs specifically I 9s, Start Dates, Background Checks and Offer Letters. You can click on one of the subjects below, and it will take you to that place in the document *To return you will see a GOLD box like this one: Simply click on it and it will return you to this page! For I 9 Compliance, Effective Dates and I 9 Date for EPAFs o Contact Kirsty Pinchuk at 885 3880 or hr@uidaho.edu For Background Check Questions o Contact Shelby Hurn at 885 3050 or crimcheck@uidaho.edu For EPAF Questions o Contact Dan Noble at 885 3677 or Myung Chun at 885 3728 or hrepaf@uidaho.edu EPAF Issue or Reminder Page # I 9 Compliance + Reminders 2 Effective Dates + I 9 Date for EPAFs 4 Background Check, EPAF Dates and Offer Letters 5 Updated as of: April 26, 2016 1

I 9 Compliance + Reminders I 9 compliance The Form I 9 is required for all employees on the payroll at the University of Idaho, as it verifies identity and employment eligibility. Section 1 of the form must be filled out by the employee ON OR BEFORE the first day of employment. Section 2 must be filled out by Human Resources WITHIN THREE DAYS of the employee starting work for pay. If the employee does not provide the correct information for the employer to fill out Section 2 within three days, they must stop working. I 9 Timeline: Please keep a couple things in mind when your departments are hiring new employees: We Need Original Documents: Employees must bring original documentation in order for us to fill out and verify Section 2 of their I 9. WE CANNOT ACCEPT COPIES OF DOCUMENTS. We need original, unexpired documentation, and there is no getting around this. A list of acceptable documents can be found online at http://www.uscis.gov/i 9 central/acceptable documents and on page 9 of the I 9. Many work study employees have had issues with bringing original documents they are told by Financial Aid what to bring and that we need originals. DO NOT SPECIFY which documents the employee should present: We cannot specify which documents employees need to bring to provide, as it is a violation of I 9 regulations. For example, you cannot tell someone that they need to go to HR and bring a Driver s License and Social Security Card or that they bring a passport. Please do not tell them to bring two forms of identification as this can be easily misinterpreted. To remain in compliance, you should state, Bring one document from List A or one each from List B and List C. 2

Template Email for I 9 Acceptable Documents: To assist colleges and departments in providing new employees with the list of acceptable documents, Human Resources offers a template email which includes a PDF of the list. Departments can use this email when they communicate with new employees or keep it in a central place to refer to and/or hand out. To request the template email, contact hr@uidaho.edu and state Please provide the template email for the I 9 acceptable documents. $ Fees [If Out of Compliance]: If departments allow employees to start working without completing I 9s, it causes us to be out of compliance with U.S. Citizenship and Immigration Services. If we are audited and fined because of non compliant I 9s, the hiring department, not HR, is responsible for the fine. Fines can range from $100 $1,100 or more, depending on the severity of the situation. This will come from the department or college budget, not central. Extension and offsite I 9s: If you are offsite and you assist someone in filling out an I 9 or fill out Section 2 on our behalf, please do your best to look it over and make sure it is complete. If any mistakes are made, they need to be neatly crossed out with a single line, [for example: mistake] initialed and dated. You will then check the correctness and completeness of the I 9 by faxing a copy to HR at (208) 885 3602 once you receive an email response from HR either saying that the I 9 is good to go, or asking that corrections be made you will mail the original I 9 to HR. Please work with Human Resources to complete offsite I 9s. HR will work with off campus personnel to complete I 9 s remotely. Unless you are pre authorized by Human Resources to be an I 9 representative, please do not fill out the I 9 and contact Human Resources I 9 Expiration: I 9s expire after 3 years. This can lead to the I 9 EPAF Error. If you have temp employees (students, temp lecturers, etc.) who will be appointed and termed throughout the year, please keep in mind that that they will need to fill out an I 9 update every three years. Continuously employed individuals without a break in service do not need to fill out an I 9 after three years. For department and college personnel, you can check the I 9 date in PEAEMPL. (Screenshot below). o Example: We hired Joe Vandal in August of 2012 and he has been with the Biology Department since then. He recently moved to the Department of Chemistry in 2015. He has been continuously employed and will not need an I 9 update. o Example: Graduate Assistant (GA) or Temp Faculty (F9). The individual has been employed since they started in August 2011. Their appointment is for the Academic Year with a break in the summer. In this case, their PEAEMPL date will be August 5, 2011. If you are reappointing them effective August 16, 2014, you will need them the renew their I 9 with Human Resources o Example: Student (ST) was originally a Work Study employee starting in August 2012. They have had positions, but none over the summer breaks. If you are reappointing them effective September 2015, you will need them to renew their I 9 with Human Resources 3

United States Regulatory tab Please look here if you are rehiring and reappointing previous employees. o If the date is more than three years old, the employee will need a new I 9 unless there is no break in service. o This means you cannot put on an EPAF for this person until we have a new I 9, meaning the employee will need to show their documents again. o In this example above, if you were reappointing Mandy on August 14, 2015, Mandy would not need to visit HR, since it is before her three year I 9 expiration date (and she is not an international employee). International Employees: There is a different expiration scheme: I 9s for International Employees expire with the authorization document linked to their visa (e.g. their DS 2019 or I 20, etc.) International employees will have an I 9 status of Temporary instead of Received in the Form Indicator box and will have an expiration date as well as an I 9 received date. If you are rehiring an international employee who has had a break in service and it is near or past the expiration date, the international employee will need to do one of two things: o If you catch this before three years from the I 9 date, they would just need to provide us with a List A or List C document to do a Section 3 update and extend their I 9 authorization. (International employees with no break in service can do a Section 3 update to extend their authorization whenever they receive a new authorization document, e.g. I 20 or DS 2019.) o If we catch this after three years from the I 9 date, we would need the regular documentation from List A or a combo of List B and C documents in order to do a new I 9. 4

Long Distance I 9s (Outside of Idaho) Let s be Proactive! If your department is hiring employees who will be working offsite or who will not be in the area to have their I 9 verified by us, HR has the ability to set up long distance I 9 verifications. HR must be the initiating party of this request to be sure that everything is properly set up. If we are alerted to the need for this early enough, we can initiate the process so there are no delays. If you have any questions about the process, please feel free to let us know. Send an e mail with the employee s contact information to hr@uidaho.edu to request a long distance I 9. If your employee will be working within the state of Idaho, please contact Human Resources and we will coordinate the I 9 completion. We will not accept I 9s by any persons not authorized by our staff. Effective Dates and I 9 Date for EPAFs Effective immediately, we will require the following from new hires when they visit Human Resources or our offsite units to do their new employee paperwork: Benefit Eligible employees will need to bring their offer letter from the department and/or the department will need to email it to hr@uidaho.edu before the employee completes their paperwork. This offer letter should have the accurate first day of employment slotted out. Non Benefit Eligible employees will simply need to let us know what date they will start work, or the department can send an email to hr@uidaho.edu. If they are not able to tell us and/or we do not have an email with the information, we will send them back to their department to find out. Also, please make sure that these start dates are communicated with your EPAF originators so that the I 9 matches the EPAF. In the past, it has been communicated that EPAFs could get put on at the beginning of the pay period and the employee could have started working anytime in that two week period. This mostly has been the case with temporary help. This practice affects the accuracy of the job record and employment eligibility verification, therefore we are requesting that all EPAFs get put on starting with the actual first day of work for pay from now on. Background Check, EPAF Dates and Offer Letter There are 5 steps when a Hiring Proposal is created within PeopleAdmin: 1. Hiring Proposal Created 2. Approvals (AACs, HRAI, HRS, Executive Approver, etc.) 3. Contingent Offer 4. Background Check (Hiring Proposal Approved) Background Check initiated and in process 5. Hired Pending Background Check has successfully completed AFTER this Step, you may start the EPAF When the Hiring Proposal is in the third stage (Contingent Offer), the offer is contingent upon the applicant s acceptance of the offer and/or negotiation of terms. They also need to pass the Criminal Background Check (if required). 5

Note the EPAF submission and the start date are determined after the successful Background Check is completed. The Background Check can be done at any time before a formal offer. Don t delay contact Shelby Hurn at 885 3050 or crimcheck@uidaho.edu! After Step 5 is COMPLETE, an EPAF can be created on the system. It is recommended to include in the EPAF Comments: Background Check was completed (date). Note: The start date of the position cannot pre date the background check date. Search Waivers and others: A background check may still need to be done if one has not been completed in the last 13 months (contact Shelby Hurn to find out if one is needed, including reclassifications). Discussion: The Final Offer Letter should be completed after the Background Check is Successfully Completed and would then include the first day of employment. Benefit Eligible Employees (Classified, Exempt, Post doc, Faculty) An Offer Letter is required in order for new benefit eligible employees to fill out employment paperwork with Human Resources. The Offer Letter must indicate the accurate first day of employment. This date must also be used as the Effective Date for their EPAF in order to prevent conflicting records. There are two options to deliver the Offer Letter to Human Resources: (1) Have the Employee bring their Offer Letter to HR when they complete their employee paperwork or (2) Email the Offer Letter to hr@uidaho.edu before the employee completes their paperwork. Note: For Internal Candidates, The hiring action must be after the Background Check has been completed and notification from HR has been received to the department or college. Examples: For all examples, please use a Query Date equal to the Jobs Effective Date for the appointment (or change to new PCN) 1. Original Appointments (brand new to the University of Idaho) Brand new employees who have never worked for the University of Idaho. The start date would be after the Background Check is completed. For example, if the Background Check was Successfully Completed on October 30, 2014, the first day of employment could October 31, 2014, but not before that date. 2. T1 PERSI to Classified position Term date should be last day of Pay Period (Saturday) and Change to New PCN first day of the following Pay Period (Sunday) [following the successful completion of the Background Check]. These dates help ensure a seamless transition. For PERSI employees transitioning to Classified positions, the first date of employment will be after the Background Check and the first day of the next Pay Period to ensure a seamless transition. Ex: Joe Vandal is a PERSI employee that accepted a new Classified position. Background Check was completed on October 30, 2014 (notification from HR). His first day of employment would be Sunday, November 9, 2014 the first day of the next Pay Period (UI 25). For T1 PERSI to Classified a change can be made in the middle of a pay period if it is not possible to transition the employee at the start of a pay period. This requires manual processes and should be avoided. 6

3. Classified to Exempt position In this case, the term date must be the last day of Pay Period (Saturday) and the start date will be the first day of the Pay Period (Sunday) [following the successful completion of the Background Check]. Because Exempt employees have different Retirement Benefits, the action must take must place in a new Pay Period No Exceptions. For example, Jane Vandal is a Classified employee that has accepted a new Exempt position. The Background Check was completed on October 30, 2014 (notification from HR). Her first day of employment will be Sunday, November 9, 2014 the first day of the next Pay Period (UI 25). Graduate Assistants (GA) and Temp Faculty (F9) The date they will start work is typically set at the beginning of a semester. It can be either the Sunday or Monday of the Pay Period that they are working. Please use a Query Date equal to the Jobs Effective Date. Make sure to check if they need a Background Check with Shelby Hurn as it is now required to be completed prior to their Start Date. Non Benefit Eligible employees (Work Study, Student, Non Student (T4), PERSI Eligible (T1)) In order to fill out employment paperwork with Human Resources, non benefit eligible employees will need to know what day they will start work. This date must also be used as the Effective Date for their EPAF in order to prevent conflicting records. Please use a Query Date equal to the Jobs Effective Date. They will need to let us know what date they will start work or the department can send an email (or Offer Letter) to hr@uidaho.edu. If they are not able to tell us and / or we do not have an email with the information, we will send them back to their department to find out. [Note: Do not use the first day of the pay period as the Jobs Effective Date unless the employee actually began work on the first day of the pay period. This is a change from the previous system of defaulting the Jobs Effective Date to the beginning of the pay period.] Discussion: Recommendation: When choosing a start date/effective date, focus on the first day of work e.g. training/orientation. Most employees need to have an orientation or attend training before they will start. This would be their start date. For example, if an employee was hired for this pay period and the first day of training/orientation is Wednesday, Oct. 29, then October 29 would be the effective date for the position. 7